Planyard allows you to send out Requests for Quotation (RFQs) by job category to subcontractors and to compare bids side-by-side.
Create an RFQ
First, make sure you have a project open in . You should see a tab called "RFQs" under the project menu.
Click "Create RFQ" to create a new request for quotation.
Fill in the name, description and add any files necessary.
Note that there's a file size limit of 25 megabytes. If your file is larger, you should add a link to it in the RFQ description instead and use a file hosting/sharing service such as Dropbox or Sharepoint.
Choose the right subcontractors
There are two ways of sending out RFQs:
- to subcontractors that already exist in your subcontractor database;
- or by copy-pasting emails next to the RFQ (the emails will be added to the database as well)
Either way - you can categorize the subcontractors by jobs. As the database is shared across your company, it will make it easier for other team members to send out RFQs as well.
See more about categorization and import under Subcontractor Management.
Choose the line-items (from the budget)
The next step is to choose for which line-items you want the subcontractors to bid on. These come from your project's budget.
You can select a category or choose specific line-items. Either way, once selected, you will also see the estimated units, quantities and unit prices (provided that these were estimated).
Alternatively, if you think there was a mistake done in the estimation phase, you can also leave the estimations empty.
If you need to break down a line-item further, you can do it by clicking on the "+" sign next to the line-item. It's up to the project manager to decide the level of detail - subcontractors can't add line-items.
Once you've included all the necessary details, you can send you the RFQ by clicking on "Send bid request".
The subcontractors will then receive an email that contains all necessary details. Basically they will have to fill out an Excel with locked columns and send it back to .
Once they do, the bids become comparable. You can also track the progress of each subcontractor in the bid comparison view.